Specifications include, but are not limited to: a. Depositions: Frequent, generally may include expert witnesses and lay witnesses. b. Special meetings, committee meetings, regulation hearings; Recorded only on special request. c. Other administrative proceedings: Twenty to thirty (20-30) per year, each may include one (1) or more pre-hearing conferences and hearing on the merits; pre-hearing conferences last up to an hour, hearings last from two (2) hours to several days. d. Investigative interviews, proffers, inquisition proceedings and/or sworn statements: Not as frequent as depositions and generally shorter than depositions, but the same general format as depositions. e. Transcription of audio and/or video recordings. f. The KSBHA will provide the contractor with reasonable verbal or written notice of each requested appearance. The contractor may verify the time and place for each appearance by contacting the staff member who provided the notice. Reasonable notice depends on the circumstances of the appearance, including the amount of notice the KSBHA and its staff are given, and usually means at least two (2) days, but may be less than one (1) day in emergencies. In most instances appearances are scheduled weeks in advance and the contractor will be notified when the appearance date is certain. There can be instances where appearances need to be cancelled or rescheduled on short notice. Each division in the KSBHA using services will designate the person or persons with whom communication can be made regarding that division’s use of services. g. Transcripts requested by the KSBHA become the property of the KSBHA. Any transcript in the KSBHA’s possession may be duplicated and used by all members and staff of the KSBHA. Additionally, a transcript that is part of an agency hearing record must be copied and transmitted to the District Court when an agency order is appealed under the Kansas Judicial Review Act. h. Open Records Issues: The KSBHA’s official open records policy provides that a request for a transcript is the KSBHA’s responsibility to satisfy but prefers the KSBHA staff will either request a transcript from the contractor (if redactions are needed) or will refer the requestor to the contractor. The requestor is responsible for paying the fee. The fee may include the cost of transcribing if the draft has not yet been transcribed to a final version. The contractor also must understand that in some cases the KSBHA may not be allowed to refer the open records request to the service but must disclose the record that is in the KSBHA’s possession. No reimbursement is made to the contractor in that instance. i. Billing for services under the contract will be directed to a person in each division using said services identified by the KSBHA and will occur in a timely manner after services are rendered. Prior to June 1 of each year, the contractor will present a bill for all unpaid services provided in that fiscal year. Billing language must correspond to the language of the costing sheet so that there is no confusion about what services are being billed for.
